February 2023 bulletin

News and updates

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We would like to advise departments that the use of the ‘Full Application’ and the ‘Application With Inbuilt Supporting Statement’ forms in Recruitment are being phased out. These options within the Vacancy will be marked as ‘ZZ DO NOT USE’, with effect from 28 February.

The discontinuation of the above application forms follows the recommendations made by the Focus Recruitment workshops undertaken a while ago, which was further confirmed as a desirable change, by the Recruitment POG, when the group reviewed this request as part of their prioritisation of system changes and updates currently in scope. 

The change is expected to bring benefits to both, departmental HR and applicants, providing better efficiency with the use of the alternative application forms instead. 

With immediate effect, please select the application forms, as follows:

  • Short Application – select for vacancies being advertised at standard grades 1- 10
  • Academic Application – select for joint appointments where University is primary employer 
  • Apprenticeship Application Form - select for recruiting apprentices

If you have any questions about the process, please contact us on hris@admin.ox.ac.uk. For recruitment reasons about this, please contact Phil Taylor, Head of Recruitment.

Following the launch of the online user access form in October 2022 we are keen to gather feedback from users who have completed the new form, to help us identify any potential improvements.

To provide your feedback please complete this short survey of just five questions by 8 March 2023. Thank you in advance for your time!

We will be hosting an online support session next month with a focus on managing appointments and to explain the dates recorded in PeopleXD.

Please look out for an email invitation next week. This session will be recorded and shared with all users, should you be unable to attend.

A warm welcome to Otter Ho, who has joined the HR Systems support team. Also, congratulations to Lolu Akinsanya on her moving into a permanent role with the team!

Please be patient as our new starters get up to speed with their new roles, whilst we continue to deal with a high volume of queries.

Important and regular reminders

A change to the Payroll deadlines for 2023 was communicated to all, on 16 December 2022. However, the Payroll team received many requests after the February deadline had already passed. 

The deadlines for the whole year are published at PAYROLL DEADLINE DATES 2023 | Finance Division (ox.ac.uk), with reminders sent in this bulletin. The exact payroll dates vary each month, with exceptionally early deadlines at Easter and Christmas. Please ensure that this is noted and adhered to in your department/faculty/unit on a strict basis. 

Approving in PeopleXD and submitting paperwork after these deadlines causes extra work for your Payroll Officer. Please make sure this information is passed to users who submit paperwork to Payroll but who do not directly receive this bulletin.

We would like to remind you that Introduction to PeopleXD, Information Security and Data Privacy Awareness course and the Individual User Agreement, as well as any other required training (as detailed on our website), must be completed before requesting access to PeopleXD and HR Reporting. 
 
Refer to our website for both, the process for requesting access and the training requirements. Please ensure that this guidance is followed in all cases.
 
Access requests submitted where the training has not been completed will be rejected. A subsequent request will need to be submitted once all training requirements have been met.
 

Please run the HRINFO data quality reports listed below and clear errors on a monthly basis. For guidance on making the indicated changes, please read the data quality webpage.

Report name

Action required

Required for

HRINFO01 - Staff Validation

in conjunction with

HRINFO01 Data Validation – Quals & subjects

Clear validation errors for all employee appointments active for any period of time from 1 August until 31 July the following year.

Prioritise the clearing of staff classification errors first. The deadline for clearing all errors is 28 February 2023

Guidance: 

HRINFO01 data quality validation report
Staff Classifications
Clearing data quality errors

HESA

Medical Schools Council Survey

Athena SWAN

Financial year end reporting

Equal pay audit
HRINFO20_Casual Worker Data Quality Validation

Clear validation errors for all casual worker and casual teaching appointments active for any period of time from 1 August until 31 July the following year.
HRINFO20 Casual worker data quality validation report gives additional details about the report. Prioritise the clearing of Staff Classifications errors first.

HESA

HRINFO21 Vacancy and applicant data quality 4 pageanated reports:
Step 1 Advertised Vacancy Validation
Step 2 Applicant Status Validation
Step 3 Non-Advertised Vacancy Validation
Applicant Data View and Export

 

Clear validation errors for all vacancies posted externally on or after 1 August.
Where vacancies resulted in an appointment being made, only closed vacancies with complete applicant status history (i.e. Applied; Shortlisted; Offer Made – Personnel; Offer Accepted – Personnel) are included.
Guidance:
HRINFO21 Vacancy and applicant data quality report.

Manage Recruitment statuses and events section 4

Add applicant status history data

HESA

Athena SWAN

Race Equality Charter

For data queries contact the HR Analytics team on  hris.dataquality@admin.ox.ac.uk. Please provide:

  • personnel No. and appointment ID, for queries relating to appointment records; 
  • vacancy ID for queries relating to clearing errors from the HRINFO21 Step 1, Step 2 & Step 3 reports; and 
  • applicant ID for queries relating to adding a missing applicant status.

For technical help with the reports or PeopleXD contact hr.systems@admin.ox.ac.uk.

The Athena SWAN staff data Tableau dashboards have been updated as follows: 

  • Leavers/turnover - for the year 1 August 2021 to 31 July 2022
  • Recognition of Distinction - for the 2022 exercise.

The Athena Swan recruitment Tableau dashboards have been updated to include refreshed recruitment data for 2021-22. Thank you to those departments who made data updates and corrections to vacancies/applicants for vacancies posted externally on or since 1 August 2021.

If you require access to the Athena SWAN data in Tableau please follow the user access process. The Athena SWAN Tableau Manual describes how to use the Tableau interface to view and export Athena SWAN data. Further information is available from our website at: https://hrsystems.admin.ox.ac.uk/athena-swan 

If you have Athena SWAN data queries please contact athena.staffdata@admin.ox.ac.uk.
 

Updated documents and reports

Report Changes
PERDEP07 – Retirement planning Changes will go live on Monday 27 February to reflect the recent revisions to the EJRA policy. The report now accurately reflects the scope of the revised policy.

 

Guide Changes
Prepare and authorise a vacancy for advertising Updated to reflect the changes above.

 

This month's deadlines

Monthly payroll dates are now available from the This month's Payroll deadlines webpage.

Please bookmark this page, which is updated monthly.